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Reference #: REQ_0000061454 APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS: The Penn State Small Business Development Center (SBDC) seeks a full-time Administrative Assistant, to provide administrative support to the Director and the SBDC staff. This includes assisting with planning and management for the overall daily operations of the SBDC, developing and maintaining office management procedures and overseeing daily functions of the departmental office.

Key Responsibilities: Following are the key responsibilities of this role:

Administrative Support and Coordination: Manage department calendars, schedules, and travel arrangements. Coordinate meetings, calls, webinars, and events, including logistics and materials. Provide meeting support, including agenda preparation and minute transcription. Maintain confidential files and records. Coordinate events and workshops. Handle data entry, create simple reports as requested, and general office administration. Maintain confidential personnel, client, and fiscal files. Oversee the maintenance of office files and records

Client and Stakeholder Relations: Manage all SBDC calls and emails and serve as the first point of contact for internal and external inquiries. Provide information and referrals to appropriate staff or agencies. Coordinate schedules for visitors and interviewees. Respond to/resolve stakeholder conflicts and issues and inform the Director.

University and Partner Relations: Interface with University IT systems personnel. Maintain knowledge of University Affirmative Action policies, procedures, and reporting requirements. Serve as the point of contact for Ben Franklin Technology Partners as needed with their routine administrative duties including file management and recordkeeping, and company business partners as needed (e.g. receiving visitors, arranging conference calls or video conferences, scheduling travel and meetings, purchase card and office inventory management, office supply procurement, answering the main office telephone, providing calendar management support, and performing other duties, as necessary.

General Duties: Greet visitors and maintain a welcoming environment. Timekeeping in Workday and coordinating fleet car reservations. Maintain department directories and other shared electronic communications and data storage Manage supplies, equipment, and office inventory. Handle routine tasks and problems.

This position may required occasional evening work.

Education and Experience: This position at the minimum requires a High School Diploma/GED or Vocational Training/Degree or higher and 2+ years of related experience, or an equivalent combination of education and experience. An associate's degree or bachelor's degree in business, or a related field is preferred. Additional qualifications include the following: Excellent written and verbal communication. Strong organizational and time management skills, with evidence of the ability to meet deadlines and respond to changing priorities. High comfort level with technology such as software, spreadsheets, electronic meetings, smartphones, Zoom, Microsoft Teams, and calendar management tools. Interest in and passion for small business and community development efforts. Proficiency in MS Office 365. Basic web editing, e-marketing, creative apps (such as video editing or Canva), and graphic design would be helpful.

The successful candidate must be able to collaborate in a team environment and build strong working relationships with others while being equally self-directed and able to work independently; diligent follow-up and problem-solving abilities are key.

We seek candidates who are able to demonstrate experience and ability to advance the Invent Penn State and SBDC initiatives, a proven team facilitator with a commitment to engage and embrace diversity across all levels of entrepreneurial development stages, student interaction, professional partners and the communities served by the SBDC. Previous experience in a university setting is not required.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.

The salary range for this position, including all possible grades is: $34,800.00 - $55,500.00

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.